Privacy, Terms & Data

Privacy Policy

Last updated: May 2026

Vault41 Ltd respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use and safeguard information when you use our websites, applications and services.

1. Information We Collect

We may collect personal information such as your name, email address, employment history and references provided by third parties. We also collect technical data such as IP addresses, browser type and usage data for analytics and security purposes.

2. How We Use Your Information

We use the information we collect to:

• Provide and improve our services
• Facilitate the secure collection and storage of references
• Communicate with users regarding accounts, updates and support
• Comply with legal and regulatory obligations

3. Data Storage and Security

All personal data is stored securely on encrypted servers. Access to data is restricted to authorised personnel only. We take appropriate measures to prevent unauthorised access, alteration or disclosure of your information.

4. Sharing Information

We do not sell personal information. Data may be shared with trusted service providers (such as hosting platforms and analytics services) who are bound by confidentiality agreements. References submitted by schools or referees are accessible only to authorised recipients chosen by the individual.

5. Your Rights

You have the right to request access to your personal data, request corrections and request deletion. If you are based in the UK or EU, you have rights under GDPR. Please contact us at info@vault41.org for any data-related requests.

6. Cookies

Our websites may use cookies for essential functionality and analytics. Users can disable cookies through their browser settings, though some functions may be limited.

7. Contact

Terms of Use

Last updated: May 2026

These Terms of Use govern your access and use of Vault41 Ltd websites, applications and services. By using our services, you agree to these Terms.

1. Eligibility

You must be at least 18 years old to use our services. By registering, you confirm that the information you provide is accurate and truthful.

2. User Responsibilities

You are responsible for maintaining the confidentiality of your account. You may only upload or request references related to your own employment. You agree not to misuse the services for unlawful purposes.

3. Vault41 Rights

Vault41 Ltd reserves the right to suspend, restrict or terminate accounts at our discretion if misuse or breach of these Terms is identified. We may update or modify our services at any time.

4. Payments and Subscriptions

Certain services may require payment through subscription. Pricing and refund policies will be clearly stated at the point of purchase. All payments are processed securely.

5. Intellectual Property

All trademarks, logos and content are the property of Vault41 Ltd. Users may not reproduce, distribute or exploit our content without prior written consent.

6. Disclaimers and Liability

Vault41 Ltd is not responsible for the content of references provided by referees, nor for hiring decisions made by schools or employers based on those references. We provide services as is without warranty.

7. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be resolved under UK jurisdiction.

8. Contact

GDPR Data Handling Statement

Last updated: May 2026

Vault41 Ltd is committed to ensuring that all personal data is handled in compliance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Data Protection Principles

We adhere to the following principles when processing personal data:

• Data is processed lawfully, fairly and transparently
• Data is collected for specified, explicit and legitimate purposes
• Data is adequate, relevant and limited to what is necessary
• Data is accurate and kept up to date
• Data is kept only as long as necessary
• Data is processed securely

2. Data We Collect

Vault41 Ltd may collect personal data such as:

• Contact information (name, email address)
• Employment details (school, position, reference history)
• Technical information (IP address, browser type, usage data)
• Information provided voluntarily by users (account registration, support requests)

3. Legal Basis for Processing

We process personal data under the following legal bases:

• Consent of the data subject
• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests pursued by Vault41 Ltd

4. Data Storage and Security

All personal data is stored on secure, encrypted servers. Access is restricted to authorised personnel only. We implement appropriate organisational and technical measures to prevent unauthorised access, disclosure or loss.

5. Data Sharing

Vault41 Ltd does not sell personal data. Data may be shared with trusted service providers for the purpose of hosting, analytics or technical support. All third-party providers are contractually bound to comply with GDPR.

6. Your Data Protection Rights

Individuals have the following rights under GDPR:

• The right to access their personal data
• The right to rectification of inaccurate data
• The right to erasure (right to be forgotten)
• The right to restrict processing
• The right to data portability
• The right to object to processing
• Rights related to automated decision-making and profiling

7. Contact